Artificial intelligence (AI) scribes

Fact sheet
Page last updated 27 October 2025

 

This resource aims to assist general practitioners (GPs) and practice teams in understanding the potential advantages, disadvantages and administrative considerations of implementing AI scribes in their practice.

When considering the implementation and usage requirements of AI scribes (including security, privacy and contractual aspects), it’s important that practices seek independent legal advice or consult with their Medical Defence Organisation (MDO) to ensure they comply with all relevant laws.
 
 

An artificial intelligence (AI) scribe is a tool that can automate parts of the clinical documentation process for a medical practitioner. AI scribes can convert conversations with your patients into clinical notes, summaries, or letters that can then be incorporated into the patient’s health record.1 AI scribes are also referred to as digital scribes, virtual scribes, ambient AI scribes, AI documentation assistants and digital/virtual/smart clinical assistants.

Please note ‘autofill’ functionality, which allows clinical information system users to take advantage of shortcuts for frequently used text, does not fall under the classification of AI scribe functionality, despite it being a form of AI.

AI scribes cannot completely replace the work GPs typically undertake to prepare clinical documentation. The output of an AI scribe must be carefully checked by the GP using the technology to ensure accuracy, as AI scribes can produce errors and inconsistencies. Ultimately, GPs using AI scribes are responsible for ensuring that their patients’ health records are accurate and up to date.

 

Rapid advancements in AI, automatic speech recognition (ASR), and natural language processing (NLP) over recent years have seen AI scribes evolve from relatively simple speech-to-text services into sophisticated tools that can assist practice teams with the preparation of clinical notes, discharge summaries, treatment summaries, and referral letters.

AI scribes use a microphone to capture any speech that occurs during a clinical encounter. The technology then converts this captured audio data into text. Most AI scribe providers do not store captured audio content, meaning that it cannot be accessed by anyone, including the medical practitioner or the patient. It is only the text that remains accessible. Then, using the text transcription and instructions received by the GP or other user, the AI scribe leverages the connections between the words and concepts on which it was trained to construct the clinical documentation for use in the patient’s health record.2

It is important GPs carefully review any output prepared by an AI scribe for false positives and negatives, and to edit the provided text as required (adding any missing information or omitting incorrect information). The GP can then add their own notes, observations and, in some cases, attach documents before signing off on the documentation.

 

The most common problem AI scribes solve in healthcare is reducing the administrative burden on clinicians, especially the time spent on documentation. While evidence that supports the use of AI scribes in healthcare settings is increasing, further research is needed. Most published studies are either small-scale or focus on specific settings, making it challenging to generalise the outcomes across the healthcare sector more broadly.3

   Some have suggested that using an AI scribe might:

  • reduce administrative task burden for GPs4
  • allow GPs to focus on their patients during consultations, instead of a computer5
  • help to improve patient satisfaction6
  • reduce GP burnout.7
 

AI scribe technology is still developing, and like other AI tools there are well-documented limitations such as accuracy challenges, data privacy concerns, and potential biases that could impact their use in general practice. Additionally, as AI scribes become more widely adopted, new legal and regulatory issues related to patient confidentiality and liability may emerge.

 
  • There is limited data on the clinical utility/validity and patient safety.  Companies with AI scribes on the market have not published this data in academic journals.7.8,9
  • In any patient consultation, there will be relevant clinical information that is not explicitly discussed, such as:
    • information within recent hospital discharge summaries, pathology or diagnostic imaging reports and other elements of the electronic health record
    • nonverbal cues from the patient
    • data from medical devices.

Without integrating this information, the clinical output generated by the AI scribe is limited in its quality and efficacy.3

  • AI scribes can make errors that affect the meaning and accuracy of clinical information, such as:
    • filtering out pertinent information, classifying it as irrelevant
    • ‘mishearing’ the names of symptoms, medicines or conditions as a result of the speaker’s accent or use of slang terms
    • incorrectly categorising data (i.e., confusing historical and current symptoms).

These errors might be carried over into other areas of the patient’s health record, or to other medical practitioners’ clinical information systems.10

  • As AI scribes gain popularity and usage across the healthcare sector increases, there is potential for GPs to become over-reliant on their use, pay less attention to critical clinical details, or forgo the vital process of checking the output generated by the AI scribe. Such happenings may result in errors that could affect patient safety.11
  • The process of writing clinical documentation might itself be clarifying or elucidatory for the GP in developing a clinical formulation,12 and the effects of removing this process are as yet unknown.
 
  • GPs must obtain consent from their patients prior to using an AI scribe during consultations, with some medical defence organisations (MDOs) advising that they obtain their patients’ consent in writing.13 In some Australian jurisdictions, recording a private conversation without consent is considered a criminal offence. It is important  GPs using AI scribes abide by state and territory laws regarding the use of surveillance devices.13
  • A data breach may occur if audio recordings, text transcripts, or clinical documentation prepared by the AI scribe are intercepted or otherwise compromised. GPs should be aware of what assurances (if any) the AI scribe software vendor provides regarding how the captured data is encrypted, stored, destroyed and managed more broadly. In addition, practices will benefit from developing their own policies and procedures for managing information security to help prevent data breaches, such as enabling multifactor authentication on AI scribes and other applications.
  • Software vendors might use collected data for secondary purposes, such as for training AI models to improve their digital scribe output, or to develop other AI products. They might also on-sell data to a third party (and have an obligation to advise the user of this). GPs and practices considering purchasing an AI scribe are advised to:
    • carefully review the terms and conditions of the user agreement to determine whether collected data will be used for secondary purposes by the vendor or a third party
    • consider whether any secondary use of data specified in the user agreement is appropriate and acceptable before purchasing the product.
  • GPs and/or practices will need to check whether data collected by the AI scribe will be processed or stored outside of Australia. If data is processed or stored for any amount of time overseas, vendors must ensure that the country where it is stored has similar privacy standards and protections as those in Australia15 and should provide assurances to potential users that their product meets their Australian legal obligations in this regard. If the vendor cannot provide such assurances, it is advisable to avoid their products.
  • GPs and/or practices are encouraged to investigate if the AI tools will meet their needs and support patient care.
 
  • Although GPs using AI scribes during patient consultations may spend less time typing and facing their computer screens, the process of checking the AI scribe’s output and integrating other relevant information into the clinical documentation requires time. Adjusting to new workflows may affect the anticipated time-saving benefit of AI scribe use.12, 15
  • GPs might require training in the use of an AI scribe prior to officially implementing the technology into consultations. This would require an investment of time and money for practices and would potentially result in unremunerated time out of practice for GPs.4
  • GPs-in-training should be encouraged to develop clinical documentation skills before using AI scribes.  
  • GPs will need consider what back up processes are in place to capture clinical notes in the event the AI scribe does not work and fails to provide a summary of the consulation as expected.
 

Currently, Australia has no specific legislation regulating AI, Big data or any form of automated decision-making processes. New provisions in the Privacy Act 1988 that come into effect in December 2026 will extend the application of the Australian Privacy Principles (APPs) to certain automated decision-making processes. This development may affect the use of AI scribes.

The Department of Industry, Science and Resources has developed Australia’s AI Ethics Principles and the Voluntary AI Safety Standards. While these are both voluntary, the RACGP supports their use during the development of AI that will be used in general practice settings.

The Australian Health Practitioner Regulation Agency (Ahpra) and National Boards have identified a range of key principles highlighting professional obligations that apply when health practitioners use AI in their practices.

Australia’s Therapeutic Goods Administration has provided guidance on the use of digital scribes. AI scribes used in general practice do not require regulation by the TGA as they do not have a therapeutic use and therefore do not meet the definition of a medical device. AI scribes simply summarise information which GPs must then independently review and make decisions regarding:

  • the content and accuracy of clinical notes,
  • any recommendations for MBS billing, and
  • the development of referral letters and other correspondence.
 

The potential benefits of using an AI scribe must be weighed against the risks described in this document.

If you are an owner responsible for running a general practice, you will need to:

Develop a policy on using AI scribes in the practice

If the decision is made to permit the use of AI scribes at your practice, your relevant policy could include:

  • details of which AI scribes are permitted (i.e., you may only permit the use of a specific AI scribe that is integrated with the current clinical information system, or alternatively you may permit GP use of various AI scribing tools)
  • details on how to report privacy breaches, cybersecurity incidents or errors in recording caused by the AI scribe.

If, as a practice owner, you make the decision not to permit the use of AI scribes, or wish to limit use to a particular scribe, you will need to create a policy and inform all tenant GPs and staff of this decision. Consider how you will monitor compliance with this policy.

Update your privacy policy

You will need to update your privacy policy to inform patients about your practice’s use of AI scribes to assist with generating clinical notes. The RACGP has a privacy template for general practices to facilitate meeting their compliance requirements with the Australian Privacy Principles (APPs).

Consider providing patients with information about any AI scribes in use, and how they work. You could achieve this through the use of signage, patient enrolment forms, via the practice website or other patient communications channels.

Perform ongoing reviews

The implementation of AI tools requires ongoing due diligence. Consider monitoring the performance of any implemented AI scribes to ensure continued fit for purpose.

Facilitating initial and ongoing education and training for all AI scribe users is important in helping to ensure proper use. Education and training are often available through AI scribe vendors/providers.

If you are a GP using or intending on using an AI scribe, you need to:

Check your contract and your practice’s policies and procedures regarding the appropriate use of AI tools

It is important that tenant GPs and employees using general practice facilities ensure they understand their obligations under their contract. Ensure the use of any AI Scribe does not breach your contract requirements or contravene specific practice policies.

Obtain patient consent to use an AI scribe at the beginning of each consultation

Ask your MDO if they require written consent from patients in order for you to use an AI scribe during consultations. If written consent is not required, you can obtain patient consent verbally and record this in your consultation notes. Some AI scribes will do this automatically as part of the notes they create.

Check AI-generated consultation notes for accuracy

AI scribes may not always create factually correct or complete notes. Remember to review all notes generated by your AI scribe as soon as possible after consultations to ensure notes are correct and the relevant information has been included.

Avoid relying on AI scribes to determine whether MBS requirements have been met

Some AI scribes will suggest MBS item numbers for you to use based on the consultation notes generated. While this can be helpful, it is important that you verify any suggested item numbers and ensure the consultation meets any specific Medicare requirements.

 

Owners responsible for running a general practice, as well as tenant GPs working in a general practice, can use the following information when deciding whether to use an AI scribe:

  1. Are you satisfied you have been provided with enough evidence of the AI product’s safety, efficacy, and applicability for use in an Australian general practice context? Is there published data on the clinical utility/validity/safety of the AI scribe?
  1. Before implementing an AI scribe into clinical practice, conduct due diligence to ensure the chosen software:
  • has been tested
  • is suitable for its intended use
  • meets your clinical needs.

When introducing an AI scribe into your practice you should review information from the developer, check the instructions for use and any TGA regulations. The Australian Commission on Safety and Quality Healthcare (ACSQHC) provides further guidance in their Introduction of new interventional procedures and clinical practice innovations.

  1. Have GPs been involved in the development of the AI scribe to ensure it is fit-for-purpose?

The RACGP advocates for GPs to be involved in the development of any technologies designed for general practice use. GP insight is essential for ensuring these technologies are practical, effective and meet the needs of both patients and clinicians. GPs understand the complexities of patient care and the challenges of integrating new tools into existing workflows. For these reasons, it is advisable that you ask AI scribe providers if a GP has been part of the product’s development team.

  1. Can the AI scribe vendor confirm the tool is compliant with relevant Australian legislation in how it manages and stores data?

You can usually find information within the product’s terms and conditions, terms of service or privacy policy which will indicate whether data is collected and handled in accordance with the Privacy Act 1988(Cth) and the APPs.

  1. Is data collected by the AI scribe processed and stored in Australia or overseas?

Ideally, any personal data collected by the AI scribe will be stored in Australia. However, the AAPs create a framework that facilitates cross-border disclosure of personal information. In summary, the framework requires an overseas recipient to handle an individual’s personal information in accordance with the APPs. More information can be found on the Office of the Australian Information Commissioner (OAIC) website.

  1. Can data collected by the AI scribe be used (and/or on-sold) for secondary purposes under the terms and conditions determined by the software vendor?

Most AI scribes will not on-sell information they collect to third parties, however, they may use deidentified data to improve their service offerings. This deidentified data should not include recordings of patient consultations. Information on the use of data can usually be found in the product’s terms and conditions, terms of service or privacy policy.

  1. Is the AI scribe easy to use?

To assess the usability of an AI scribe, consider:

  • taking advantage of any free trial periods to test how the scribe works
  • the time required to set it up
  • how it integrates with current clinical information and workflows
  • the clarity and accuracy of the output
  • availability of user trainer and ongoing support
  • the ongoing effort needed to review the AIs performance and suitability for use
  1. How will you adjust clinical workflows?

Introducing an AI scribe into your workflow should have minimal impact on the way you conduct your consultations. Instead, doing so should make the process of taking notes during consultations easier. Ensure time is set aside to:

  • review any clinical documentation generated by your AI scribe
  • remove inaccurate or irrelevant information
  • document patient consent, and
  • add other clinically relevant information.

Even if recorded in the consultation notes, observations, measurements and examination findings may need to be added into the appropriate fields of your software if the AI scribe is not fully integrated into your general practice software.

  1. Do I need to upgrade any of my practice hardware?

To use an AI scribe, you will need to ensure you have the appropriate hardware available during your consultations. This will include:

  • a computer that is able to run the AI scribe and process captured audio
  • a microphone that is able to accurately and clearly capture audio (this could be a microphone built into the computer or a dedicated stand-alone microphone), and
  • a reliable internet connection if you are using a cloud-based AI scribe.

A second screen could also be helpful for reviewing consultation notes generated by the AI scribe while simultaneously viewing the patient encounter information in your clinical information system.

 

AI scribe use is expected to grow considerably as the technology continues to evolve to become more accurate and efficient. 

Ideally, AI scribes of the future will be able to: 

  • populate structured data entry fields with information from consultation notes to support data quality, data collection and analysis 
  • provide multilingual transcriptions  
  • accurately and effectively capture interactions with patients with disabilities, especially disabilities that may impact speech 
  • provide clinical and billing insights for users to consider 
  • assist with creating personalised treatment plans for both clinicians and patients.

While AI scribes can help to reduce administrative burden and allow GPs to spend more time facing and focusing on their patients instead of a computer during consultations, they cannot replace the work of a clinician. 

 

The RACGP does not recommend specific commercial products.

Instead, we recommend that GPs apply their own judgement when deciding whether or not to use an AI scribe in their practice. GPs and practice owners may wish to try a range of AI scribes to evaluate options available. Considering factors such as integration, customisation, security and cost can be used to determine which AI scribe is most appropriate for your setting and use.

 

This document does not constitute legal advice. When considering if, and how to use AI scribes, practices must seek independent legal advice. The RACGP takes no responsibility for any loss of any description by a practice or person as a result of relying on this document.

  1. Coiera E, Kocaballi B, Halamka J, Laranjo L. The digital scribe. npj Digital Medicine. 2018;1(1):58.
  2. Quiroz JC, Laranjo L, Kocaballi AB, et al. Challenges of developing a digital scribe to reduce clinical documentation burden. npj Digital Medicine. 2019;2(1):114.
  3. Sasseville M, Yousefi F, Ouellet S, Naye F, Stefan T, Carnovale V, Bergeron F, Ling L, Gheorghiu B, Hagens S, Gareau-Lajoie S, The Impact of AI Scribes on Streamlining Clinical Documentation: A Systematic Review. Healthcare (Basel). 2025 Jun 16;13(12):1447. doi: 10.3390/healthcare13121447. PMID: 40565474; PMCID: PMC12193156
  4. Ghatnekar S, Faletsky A, Nambudiri VE. Digital scribe utility and barriers to implementation in clinical practice: a scoping review. Health Technol (Berl). 2021;11(4):803-9.
  5. Tierney AA, Gayre G, Hoberman B, et al. Ambient artificial intelligences scribes to alleviate the burden of clinical documentation. NEJM Catalyst Innovations in Care Delivery. 2024;5(3):CAT. 23.0404.
  6. Fogleman BM, Goldman M, Holland AB, Dyess G, Patel A. Charting tomorrow’s healthcare: a traditional literature review for an artificial intelligence-driven future. Cureus. 2024;16(4).
  7. Wachter R, Goldsmith J. To combat physician burnout and improve care, fix the electronic health record. Boston, MA: Harvard Business Review; 2018. 
  8. van Buchem MM, Boosman H, Bauer MP, et al. The digital scribe in clinical practice: a scoping review and research agenda. npj Digital Medicine. 2021;4(1):57.
  9. Coiera E, Liu S. Evidence synthesis, digital scribes, and translational challenges for artificial intelligence in healthcare. Cell Reports Medicine. 2022;3(12).
  10. Fraile Navarro D, Kocaballi AB, Dras M, Berkovsky S. Collaboration, not confrontation: Understanding general practitioners’ attitudes towards natural language and text automation in clinical practice. ACM Transactions on Computer-Human Interaction. 2023;30(2):1-34.
  11. Lyell D, Coiera E. Automation bias and verification complexity: a systematic review. J Am Med Infomatics Assoc. 2017;24(2):423-31.
  12. Kocaballi AB, Ijaz K, Laranjo L, et al. Envisioning an artificial intelligence documentation assistant for future primary care consultations: a co-design study with general practitioners. J Am Med Infomatics Assoc. 2020;27(11):1695-704.
  13. MDA National. Using Artificial Intelligence (AI) tools for record management in doctor consultations. Melbourne: MDA National; 2023. 
  14. Office of the Australian Information Commissioner. Chapter 8: Australian Privacy Principle 8 - Cross-border disclosure of personal information.  Australian Privacy Principles guidelines. Sydney: OAIC; 2019.
  15. Coiera E. The price of artificial intelligence. Yearb Med Inform. 2019;28(1):14.
  16. Australian Government Department of Industry, Science and Resources Australia’s AI Ethics Principles.

Advertising

Advertising